2020

2020 Activity Grant Application Package

A Heart of Our City Activity Grant application form, must be completed in its entirety and submitted

by November 29, 2019. Applications will be reviewed and applicants will be notified by December

11, 2019.

Applications are to be submitted electronically to andrew.malcolm@lethbridge.ca or delivered to:

Attn: Andrew Malcolm, Urban Revitalization Manager 2nd Floor, City Hall 910 4 Avenue South Lethbridge, AB T1J 0P6

SECTION 1: GRANT GUIDELINES

Program Objective The Heart of Our City Committee is committed to enhancing the vibrancy of Downtown Lethbridge and

recognizes the important role that special events and festivals in creating an exciting, animated, and vibrant

experience in the Downtown. The Heart of Our City Activity Grant Program has been established to provide

funding support to community organizations that organize and deliver events that attract audiences and bring

excitement and vibrancy to the Downtown.

Eligibility To be eligible for funding, an event must:

Demonstrate a high degree of community support based on attendance, participation, organization,membership, volunteers, financial contributions, and in-kind donations.

Be hosted by a not-for-profit organization that is legally registered and in good standing. Otherorganizations and individuals may apply provided they do so under the auspices of an affiliate orsponsoring organizations with not-for-profit status. Public Institutions and Foundations may be eligible ifevent/festival is outside normal scope of operations.

Be held within the Downtown area or within the Civic Common.

Not receive financial assistance from other City of Lethbridge event grant sources.

Not be established with a main purpose of fundraising.

Funding The maximum grant award is $10,000.

All applications exceeding $1,000 requires the organization to provide 50% matching funding.

Because funding is limited, all organizations meeting the eligibility may not be supported, or may notreceive the full requested amount.

Successful applicants will receive 75% of their approved grant within two weeks of completion of theadjudication process and the final 25% within two weeks of acceptance of a completed Final Report.

Eligible Expenses Grant funds may be used for the following expenses:

Fees for services (Professional and technical fees)

Marketing and communications (Ads, graphic design, brochures, etc.)

Event infrastructure and supplies (Venue rental, tables & chairs, portable washrooms, fencing, waste and recycling, etc.)

Security and First Aid (Private security, off-duty LPS, etc.)

Administrative Fees (Insurance, Permits, etc.)

Ineligible Expenses Grant funds may NOT be used for the following expenses:

□ Salaries, prizes, alcohol, and merchandise for resale.

□ Retroactive expenses or accumulated deficits

□ Capital projects not related to or necessitated by the proposed event.

Application Review Completed applications will be reviewed annually by the Activity Grant Review Committee consisting of a

minimum of three (3) City of Lethbridge administrative staff. The Review Committee will make their

recommendation to the Heart of Our City Committee for final approval.

Grant Award Following the adjudication process, all applicants will be notified. Successful applicants will be invited to attend a

media event where there will be opportunity to informally promote your event and meet other organizers.

The grant will be awarded to organizations in two payments, the first payment of 75% will be made available

within 2-3 weeks of successful applicants submitting all necessary information and second payment of 25% of

the total grant award following completion of the event and acceptance of final report, which is due within 60

days following the festival/grant.

Grant Requirements There are a number of requirements placed on festival/event applicants and organizers. Requirements of the

application process, pre-event, during event, and post-event. Please pay special attention to Section 4 to ensure

requirements are being met. Failure to meet grant requirements may result in loss of funding and/or ineligibility

in future grant years.

Final Reporting Within 60 days following a festival/event, your organization must provide a completed Final Report to the grant

administrator. The Final Report is provided in Section 5 of this document.

SECTION 2: APPLICATION GUIDE

Please refer to these notes when filling out the Heart of Our City Activity Grant application.

Event Type or Category – based on the event categories, please indicate which best describes the proposed event.

Location of Event – list the venue(s) your event will utilize.

Date(s) and Time of Event – list all dates and times where attendees are present

# of Participants – Participants may include the event organizers, volunteers, officials, performers, presenters, etc.

who will be involved in the event. Participants are counted once per event, regardless of event length.

# of Spectators – Spectators may include families, invited guests, and/or general public. Spectators are totaled for

each day (or session) of the event combined.

Funding Level – Refers to the funding request in regards to timeline of the project. The general intent of this grant

is to ensure events/festivals have an opportunity to be successful and that the hosting organization is making

strides towards sustainability. Definitions include:

□ One Time Special – Special event to be hosted once

□ Inaugural – First edition of a planned annual event

□ Ongoing – Planned annual event in their 2nd or 3rd year

□ Mature – Annual events in their 4th year and beyond

Event Access – Identify any barriers to the event which would restrict access to local citizens. This includes

whether the event is free to attend or whether it is ticketed. If ticketed, approximately what is the ticket price?

What is the total capacity of event?

Physical Barriers – Identifies any barriers to the event by those with less mobility. Does it include physical

exertion to spectate or participate?

Previous Activity Grant Funding – The City strives to assist and empower local not-for-profit organizations

seeking to deliver events/festivals, and to do so in a sustainable manner. Organizations who received previous

grant funding are scored based on the quality of delivered events, organizational strength, and previous grant

interactions.

Budget - Please provide a detailed budget that includes all expenditures and anticipated revenues. Be sure to

include the HOC Activity Grant requested amount, contributions from presenting organization, and any

anticipated grants from external parties. Contributions from presenting organization refers to any funds that

your organization might be providing to the event itself.

In-Kind Expenses – Identify with detail which expenses you would regularly need to pay for but someone has

donated. The same eligibility requirements apply as cash.

Revenue – Non-profit organizations are permitted to keep any profits from an event. If you are not a non-profit

organization and have applied under an affiliate organization the event must be revenue neutral and any profits

will be required to be returned to the Heart of Our City.

SECTION 3: HEART OF OUR CITY ACTIVITY GRANT APPLICATION

Instructions: Please complete parts A-E and sign/date Part C. Include information outlined in attached project schedules as required. Date fields are to be filled mm/dd/yyyy.

Event Name:

PART A – APPLICANT INFORMATION

Organization (as it appears on Certificate of Incorporation, cheque will be issued to this name)

Legal Name:

Street Address

Incorporated Incorporation Number Incorporation Date

Unincorporated In Process? Yes No If Yes, Date Applied

Organizations that are not incorporated may apply under the auspices of an affiliate or sponsoring organization. If this is your situation, complete the following information and have an affiliate officer sign, granting permission to use affiliate incorporation number to obtain funding.

Affiliate Organization

Legal Name

Incorporation Number Incorporation Date

Street Address

Affiliate Contact Position

Phone Email

The undersigned officer of the affiliate hereby gives permission for the above named applicant to utilize our incorporation number for the purpose of obtaining funding through the Heart of Our City Activity Grant.

Signature Date

PART B – CONTACT INFORMATION

Main Contact Name Position/Title

Street Address

Mailing Address (if different)

Phone Cell Email

PART C – EVENT INFORMATION

Location of Event(s)

Date(s) of Event

Time of Event From To # of Volunteers

# of Participants # of Spectators

Event Category Sporting Arts/Culture Educational Other

Funding Level One Time Special

Inaugural Ongoing (2-3 years)

Mature (4+ years)

Project Details – Please answer each question as fully as possible using 500 characters or less.

#1. Describe your event/festival and how your organization is planning to organize the activities.

#2. Describe how your event/festival will contribute to an exciting, animated, and vibrant Downtown.

#3. Describe how you plan to market and advertise your event/festival.

#4. Describe how you plan to engage, work with, and promote Downtown based businesses, non-profit organizations and residents.

Type of Event Access Free Ticketed Ticket Price Range # of Tickets Available

An physical barriers for an individual to access the event?

Yes No If Yes, describe

Has your organization received HOC Activity Grant funding in the past? Yes No

Event Name

Year Amount Awarded

PART D – PROPOSED BUDGET Planned Expenditures (A) Itemize and list costs – please see list of eligible costs in guidelines.

Cash $ In-Kind

NOTE: Ineligible expenses include salaries, prizes, alcohol, merchandise for resale, retroactive expenses, accumulated deficits, and unrelated capital projects.

Expense Total

Anticipated Revenue (B) Itemize and list financial support/grants/donations to be received.

Cash $ In-Kind

Heart of Our City Activity Grant Request N/A

Contribution from Presenting Organization

NOTE: In accordance with due diligence requirements please ensure that the application form is complete, that all budget calculations are correct, and all required documentation has been provided.

Revenue Total

*If applicant is applying under an affiliate organization the event must be revenue neutral. Any profits shall be returned to the

Heart of Our City. See Section 2 of Application Package for more details.

PART E – AFFIRMATION I DECLARE THAT: I AM DULY AUTHORIZED REPRESENTATIVE HAVING LEGAL AND/OR FINANCIAL SIGNING AUTHORITY FOR THE ABOVE ORGANIZATION:

□ The information contained in this application and supporting documents is true and accurate and endorsed bythe above organization.

□ The event will benefit the general public and not specific individuals/families.

□ Accounting and spending, showing compliance with conditions of the grant, shall be provided at completion ofthe event.

□ Any grant awarded shall be used solely for the purposes stated within this application and according to theHeart of Our City Activity Grant program unless otherwise agreed to by the City of Lethbridge.

□ As a condition of accepting financial assistance, access to all financial statements and records having anyconnection with monies received is hereby granted to the City of Lethbridge representatives.

AUTHORIZED SIGNATURE

Authorized Signature Name and Title (please print) Date (mm/dd/yyyy)

SECTION 4: GRANT REQUIREMENTS

Successful applicants/organizations are required to ensure the following grant requirements are fulfilled. Failure

to do so may result in loss of funding and/or ineligibility in future grant years.

Prior to Initial 75% of Approved Grant Funds

Once a letter has been received by an organization indicating approved grant funds are available, applicants are

required to complete the following grant requirements prior to having 75% of the approved funds made

available.

Provide proof of any necessary approvals/permits or facility contracts.

Provide confirmation to grant administrator that all information provided on application form is still

relevant via email to andrew.malcolm@lethbridge.ca.

Post details of your event on City of Lethbridge Community Calendar of Events by submitting

information at www.lethbridge.ca/events

Post details of your event on Downtown BRZ and Tourism Lethbridge Event Calendars by submitting

information via email to info@downtownlethbridge.com.

Prior to final 25% of Approved Grant Funds

To access the remaining 25% of approved funds event/festival applicant and organizations will need to ensure

the following requirements have been met pre-event, during event, and post-event.

Pre Event

Utilize the Heart of Our City logo on all promotional materials and advertising. Examples of

promotional materials will be required as part of Final Report. Logo will be provided with initial

letter of successful application.

Utilize Downtown poster boards/collars for advertising. Map of approved poster boards/collars

locations shown in Figure 1.

Engage with downtown based businesses and organizations. Examples of how you partnered will be

required as part of Final Report.

Ensure that an invitation to the Heart of Our City Committee to attend with the opportunity to

make remarks is sent to andrew.malcolm@lethbridge.ca at least 4 weeks in advance of the event.

During Event

Utilize at least one (1) the Heart of Our City event banners and flags at your event. See Information

on what banners and flags are available and how to access will be provided with initial letter of

successful application.

Take plenty of photos during event. At least five (5) jpeg images will be required as part of Final

Report.

Post Event

Within sixty (60) days following the event/festival, your organization must complete a Final Report

(provided in Section 6 of this package).

IMPORTANT: EVENTS MUST BE HELD WITHIN THE DOWNTOWN OR CIVIC COMMON. IF A CHANGE OF VENUE IS

REQUIRED AN ALTERNATIVE LOCATION IN THE DOWNTOWN OR CIVIC COMMON MUST BE FOUND TO RETAIN

FUNDING.

Figure 1: Approved Downtown Pole Collar and Billboard Locations

SECTION 5: FINAL REPORTING

INSTRUCTIONS: Within 60 days following the event, your organization must provide this report form, completed in full, alongside a final budget. If available, promotional event material (copies of the event program, other print materials, and/or photos of the event (.jpeg) should be submitted with permission for the City to use the photos including anything with the City logo on it.

Event Name:

PART A - EXECUTIVE SUMMARY #1: Please provide a summary of the event which includes the effectiveness of the organization in following timelines and budget in executing the event and how the event enhanced Downtown by making it more exciting, animated, and vibrant.

#2: Please provide a summary on how the event partnered and engaged with downtown based businesses and/or organizations.

#3: Do you think you will host this event again? What would you do differently?

PART B - EVENT DETAILS

Location of Event

Date(s) of Event

# of Volunteers Total Volunteer Hours

# of Participants # of Spectators

PART C – FINAL EVENT BUDGET Final Expenditures (A) Itemize and list costs – please see list of eligible costs in guidelines.

Cash $ In-Kind

NOTE: Ineligible expenses include salaries, prizes, alcohol, merchandise for resale, retroactive expenses, accumulated deficits, and unrelated capital projects.

A- Expense Total

Final Revenue (B) Itemize and list financial support/grants/donations to be received.

Cash $ In-Kind

Heart of Our City Activity Grant Request N/A

Contribution from Presenting Organization

NOTE: In accordance with due diligence requirements please ensure that the application form is complete, that all budget calculations are correct, and all required documentation has been provided.

B- Revenue Total

*If applicant is applying under an affiliate organization the event must be revenue neutral. Any profits shall be returned to the

Heart of Our City. See Section 2 of Application Package for more details.

PART D – ATTACHMENTS Final attach to this report or provide in addition to:

Promotional Material(s) Jpeg Images – minimum 5

PART E – FINAL REPORT CHECKLIST Final Report Checklist:

□ Part A - Executive Summary

□ Part B – Event Details

□ Part C - Final Budget

□ Part D – Attachments

□ Part E – Final Report Checklist

□ Part F – Affirmation/Signatures

PART F – AFFIRMATION I DECLARE THAT:

□ The information contained in this final report and supporting documents is true and accurate and endorsed bythe applicant organization and/or affiliated organization.

□ All of the funds from the grant awarded were used solely for the purposes stated in final report and according tothe Heart of Our City Activity Grant program unless otherwise agreed to by the City of Lethbridge.

□ As a condition of accepting financial assistance, access to all financial statements and records having anyconnection with monies received is hereby granted to the City of Lethbridge representatives.

APPLICANT AUTHORIZED SIGNATURE

Applicant Authorized Signature Applicant Name and Title

(please print) Date

(mm/dd/yyyy)

AFFILIATE ORGANIZATION AUTHORIZED SIGNATURE (if applicable)

Authorized Signature Name and Title (please print)

Date (mm/dd/yyyy)